Take the tour: a logistics software demo from order to invoice
Follow one order through Kargentra, chapter by chapter: intake, planning, tendering, the warehouse and yard, dispatch, tracking and recovery, proof of delivery and the invoice. Every chapter shows who does the work, the exact states the record moves through and what Kargentra stops from going wrong.
One order, eight chapters, nothing to sign up for
This tour follows a single illustrative order, ORD-88214, and the trip that carries it, TRIP-4410, across every part of Kargentra. The same record is handed from the order desk to the planner, the carrier, the warehouse, the dispatcher, the supervisor, the driver and finance. Nobody re-keys it, and every hand-off is a state change you can see.
The animated compositions are rebuilt from the product source with its real screen labels, columns and states. The screenshots are captured from the running application. All customer, carrier and site names are fictional, and the data is synthetic demonstration data.
About ten minutes
Read every chapter, or press Play and let the chapters advance on their own.
Keyboard friendly
Use the left and right arrow keys to move between chapters, or the chapter bar.
Shareable chapters
Each chapter has its own link, so you can send a colleague straight to dispatch or invoicing.
The eight chapters
- 01Order intakeFive intake channels, one validation rule, one current commitment.
- 02PlanRanked alternatives, explained refusals, a planner who accepts.
- 03TenderExact-quote award, a carrier’s own answer, booking as its own fact.
- 04WarehouseASN to receipt with discrepancies, gate to dock, staged and ready.
- 05DispatchEligible resources, named failing checks, a versioned release.
- 06TrackSource-labelled tracking, ETA risk, governed recovery.
- 07DeliverPer-unit outcomes, photo and signature, reviewed before release.
- 08InvoiceSixteen billing checks, approved invoices, corrections by credit.
Chapter 01 / 08 · Order intake
An order arrives, is validated once and promised against real stock
Demand reaches Kargentra from five channels: manual entry, the customer portal, a partner REST API, an ERP connector or an EDI X12 204 load tender. Every order goes through the same canonical writer, records the system and reference it came from, and is checked by one deterministic validation rule before anyone can accept it.
Who does it
Order desk operatorWorks the Order command queues, most urgent first, and accepts, holds or declines each order.
Integration administratorRegisters EDI trading partners and ERP connections, and replays a refused exchange.
CustomerPlaces orders in the customer portal and accepts or rejects a proposed delivery date.
What changes on the record
Order decisionmoves through
- Draft
- Submitted
- Accepted
The source system, the sender’s own reference and its version are stored with the order, so a repeat message is recognised as one.
Validation resultone of
- Clear
- Review required
- Blocked
Acceptance is refused while a blocking finding stands, and the operator sees the exact reason rather than a disabled button.
Delivery promisemoves through
- Requested
- Proposed
- Committed
Available-to-promise nets on-hand, allocated, held and already committed stock. The database allows one current commitment per order.
What Kargentra prevents
- Accepting an order while a blocking validation finding is still open.
- Applying the same EDI file twice: each interchange is kept as evidence with its control numbers and a SHA-256 hash.
- Promising stock that is on hold, allocated or already committed to another order.
- Two delivery dates both claiming to be the commitment, which would quietly corrupt on-time reporting.
See order intake on your own channels
Bring a sample EDI 204, an ERP export or a portal order, and watch it land, validate and promise.
Chapter 02 / 08 · Plan
Shipments are formed and planned against real constraints
Accepted orders form shipments, and the transport planner works the residual demand pool. The optimiser compares up to three ranked alternatives on distance, travel time, capacity, rate and eligibility. A what-if run writes nothing; the planner accepts a plan or replans the same movement, and the history of each version is kept.
Who does it
Transport plannerFinds residual freight, compares feasible plans and accepts the one that fits.
Fulfilment coordinatorDecides which part of each order goes through which warehouse and transport leg.
Transportation managerReads planning health, with the numerator, denominator and records behind every figure.
What changes on the record
Order to shipmentmoves through
- Accepted order
- Shipment formed
- Eligible for planning
Allocated and remaining quantities are shown per line, so a partly planned order is visibly partial.
Planning statemoves through
- Planning required
- Planned with residual demand
- Planned
Each plan comparison is labelled “Recommendation only · Planner accepts”. Accepting the plan creates trip TRIP-4410.
Plan economicsone of
- Fits
- Over capacity
- Rate unknown
The optimiser returns a stop order only. Kargentra re-derives schedule, utilisation and cost, and refuses any disagreement.
What Kargentra prevents
- An optimiser result overriding a capacity, time-window or eligibility rule without anyone seeing why.
- A plan offered as executable when the driver’s hours of service cannot be confirmed.
- A missing rate shown as zero, which would make the cheapest plan look cheaper than it is.
- Two competing versions of the same movement, because a replan revises the plan rather than copying it.
See planning on your lanes
Share a day of freight and your equipment rules, and we will plan it with you and explain every refusal.
Chapter 03 / 08 · Tender
Carriers are sourced, tendered and booked on frozen terms
For the same movement, the carrier manager compares the private fleet, contracted carrier baselines and real spot quotes without mixing price bases. Awarding one exact quote version issues a tender on those terms, and the carrier answers in its own portal. When a tender is declined or lapses, the lane’s routing guide picks the next eligible carrier.
Who does it
Carrier managerOpens an RFQ, compares quotes and awards one exact quote version with a recorded reason.
Carrier dispatcherAccepts or declines the tender in the Carrier Portal, then nominates the driver, vehicle and trailer.
Network managerKeeps each carrier’s qualifications, capacity and agreements current on Carrier 360.
What changes on the record
Quotemoves through
- Invited
- Quoted
- Awarded
A carrier can revise or withdraw its quote until the award, and every version is kept, newest first.
Tenderone of
- Offered
- Accepted
- Declined
- Lapsed unanswered
A decline needs a reason. The routing guide works under a not-to-exceed cap and an attempt limit, and never re-offers a carrier.
Bookingmoves through
- Not booked
- Booking requested
- Booking confirmed
Accepted is not booked. The carrier sees exactly where its commitment stands, and so does the shipper.
What Kargentra prevents
- An award treated as an acceptance, or an accepted tender treated as a booking.
- A rate changing after the tender is issued: the carrier reads “Accepting this tender accepts this amount”, and the terms are fixed.
- Re-offering a tender to a carrier that has already declined it.
- Comparing a contracted rate with a spot quote as if they shared the same basis.
See tendering with your carriers
Bring your routing guide and a difficult lane, and we will walk a tender from RFQ to confirmed booking.
Chapter 04 / 08 · Warehouse
The warehouse receives, picks, packs and stages while the yard runs the gate
The supplier sends an advance shipping notice from the purchase order and requests a dock window. At the gate, the yard matches the vehicle to its appointment and assigns a compatible dock. Receiving is scan-first on a handheld, and outbound work is released, picked, packed and staged before the warehouse tells transport it is ready.
Who does it
Receiving operatorScans the inbound, records what arrived and flags every difference from a handheld.
Yard and gate clerkRecords the vehicle at the gate, puts it in the dock queue and assigns a compatible dock.
Warehouse supervisorReleases waves, assigns work to qualified operators and confirms the transport handoff.
SupplierSends the ASN, files documents and answers receipt discrepancies in the Supplier Portal.
What changes on the record
Advance shipping noticemoves through
- Expected
- Being received
- Received
- Closed
PO ordered, ASN declared and WMS received are compared line by line: short, excess, wrong item or damaged.
Stockmoves through
- Expected
- Received
- Available
- Allocated
Goods under inspection or on hold stay restricted until a governed release, so available always means available.
Yard visitmoves through
- Arrived · needs match
- Waiting for dock
- At dock
- In service
- Ready to leave
Dwell is measured from observed times at the gate and dock, not from the appointment.
Outboundmoves through
- Released
- Picked
- Packed
- Staged
- Warehouse ready
Warehouse ready is not dispatch ready. Transport still evaluates its own checks before release.
What Kargentra prevents
- Stock counted as available before it is received, inspected and released from hold.
- A receipt discrepancy disappearing into a note: each one is recorded and visible to the supplier.
- A cross-dock creating inventory that never physically existed.
- A warehouse message being read as dispatch readiness.
See putaway-to-pick on your SKUs
Bring an ASN with a short line and a damaged pallet, and see receipt, discrepancy and staging on one record.
Chapter 05 / 08 · Dispatch
Only ready movements are released
The fleet coordinator evaluates driver, tractor and trailer combinations for each movement and assigns only a permitted set. The dispatcher then sees every confirmed trip as ready, blocked or awaiting approval, with the exact failing checks, re-evaluates against current facts and releases with a versioned decision.
Who does it
Fleet coordinatorCompares driver, tractor and trailer combinations and assigns an eligible set.
DispatcherResolves blockers, re-evaluates readiness and releases the movements that are ready.
DriverAccepts the assignment and acknowledges the dispatch release on the phone.
What changes on the record
Resource combinationone of
- Eligible
- Blocked
- Cannot confirm eligibility
Each verdict gives its reason, such as driver hours, equipment or an availability hold, and only an eligible set can be assigned.
Dispatch readinessmoves through
- Needs readiness evaluation
- Blocked
- Ready to release
Failing checks are named: documents, insurance, assignment, facility service or an open exception.
Releasemoves through
- Released, awaiting driver acknowledgement
- Acknowledged
- Picked up
Release is not acknowledgement, and acknowledgement is not pickup. Each is its own recorded fact with its own time.
What Kargentra prevents
- Releasing a movement with an expired document, missing insurance or an open exception.
- Assigning a driver whose hours of service cannot be confirmed.
- Treating a release as a pickup in on-time reporting.
- A silent reassignment: when a driver reports they are unable, the change needs a reason.
See dispatch readiness on your fleet
Bring your release checklist, and we will show each check as a named, evaluated fact.
Chapter 06 / 08 · Track
Planned, ETA and actual stay separate, and every exception gets an owner
Live Execution groups every released movement by what needs a person first. Each position is labelled by its true source, freshness and quality, and background checks compare the ETA with the committed window. When a risk is detected, Kargentra opens an exception case with an owner instead of raising an alert nobody owns.
Who does it
Transport supervisorWorks the live board and the exception queue, chooses a permitted recovery and verifies it.
Customer serviceSees the impact on the customer promise and drafts an update for a person to send.
Ask KargentraExplains the cause with cited records and proposes a recovery for the supervisor to approve.
What changes on the record
Movement timesone of
- Planned
- ETA
- Actual
Three facts, never blended. A position report never changes a trip or stop status; arrival is recorded by the driver or carrier.
Positionone of
- Fresh position
- Stale — last known
- Poor quality position
- No position reported
Every report names its source: the driver’s device, vehicle telematics or an ELD connector.
Exception casemoves through
- Open
- Acknowledged
- Recovery under way
- Resolved
Resolved means the condition actually cleared. The case keeps cause, owner, prior attempts and evidence.
What Kargentra prevents
- A GPS ping marking a stop as arrived.
- An ETA quietly overwriting the committed delivery date.
- A case closed by a button while the late trip is still late.
- AI changing a trip: Ask Kargentra proposes, and the supervisor approves through the governed action.
See exception recovery on your hardest lane
Bring last month’s worst day, and we will walk it through detection, ownership, recovery and verification.
Chapter 07 / 08 · Deliver
Drivers capture proof of delivery, even offline
The driver cockpit shows the one thing that needs an answer now. The driver checks the load against the manifest, works each stop and, at the door, records what happened to every unit before capturing photos and a signature. Actions queue on the phone when there is no signal and reconcile when it returns.
Who does it
DriverWorks stops, records what happened to each unit and captures photo and signature proof.
POD reviewerAccepts proof of delivery or sends it back before anyone outside the company sees it.
CustomerSees delivery attempts and accepted POD documents in the customer portal.
What changes on the record
Stopmoves through
- Arrived
- In service
- Departed
Each step is a driver observation with its own time and source, reviewed against the plan rather than written over it.
Proof of deliverymoves through
- Nothing captured yet
- Sent for review
- Accepted
Only accepted evidence reaches the customer. Arrival, delivery attempt, POD and completion are four separate facts.
Phone syncone of
- Waiting
- Needs attention
- Confirmed
The Sync Center separates what is still on the phone from what the server has confirmed.
What Kargentra prevents
- A lost signature in a dead zone: proof is queued on the phone and sent when signal returns.
- Arrival at the door being counted as a delivery.
- Unreviewed photos reaching the customer.
- A lost phone sending work: each device is enrolled to the company, signs its requests and can be revoked.
See proof of delivery on a phone in your hand
We will run the driver app with you, signal or no signal, and follow the proof to the customer.
Chapter 08 / 08 · Invoice
Evidence complete, billing ready and invoiced on the same record
Every delivered movement sits at one stage of Delivery & Commercial Close, with its exact blockers named in the owner’s words. Billing readiness evaluates sixteen named checks. Invoices are drafted, approved and issued from Finance-ready facts, and corrections are made by credit note or supplemental invoice, never by editing an issued invoice.
Who does it
Billing analystClears billing blockers and moves delivered work to billing ready.
Commercial controllerApproves closeout, reviews margin and approves invoices within their band.
Customer and carrierDispute a single invoice line or carrier bill, with evidence, in their own portal.
What changes on the record
Delivery & Commercial Closemoves through
- Delivery evidence incomplete
- Evidence complete, not assessed
- Billing ready
- Closeout approved
- Handed off to Finance
Evidence complete is not billing ready. A blocked movement names the exact check that failed.
Customer invoicemoves through
- Draft
- Needs approval
- Approved
- Issued
Sell, expected buy, actual cost, accessorials, variance and margin stay separate, and a missing amount is explained rather than shown as zero.
Commercial disputemoves through
- Open
- Under review
- Resolution pending
- Resolved
Itemised lines, evidence and proposals sit on the dispute, which a person decides within an approval band.
What Kargentra prevents
- Invoicing work whose evidence is complete but has not yet been assessed.
- Editing an issued invoice instead of issuing a credit note or supplemental invoice.
- A missing cost or rate quietly shown as zero margin.
- AI deciding a dispute, a price or a credit: it summarises and drafts, and a person decides.
See POD-to-invoice close
Bring a delivered load with a disputed accessorial, and see it reach billing ready, invoice and correction.
The distinctions this tour never blurs
Most logistics software collapses these into one status. Kargentra stores each as its own fact, with its own owner and time, because reporting, billing and customer promises depend on the difference.
Order, shipment, load, trip
An order is what the customer asked for. A shipment is what moves, a load plan groups shipments, and a trip is the executed movement.
Requested, proposed, committed, ETA, actual
Five dates stored as five facts. On-time is measured against the commitment, never against an estimate that keeps moving.
Award, acceptance, booking
Awarding a quote issues a tender. The carrier accepts it, and the booking is confirmed as a separate step.
Release, acknowledgement, pickup
A dispatcher releases, a driver acknowledges and the load is picked up. Three events, three times, three owners.
Arrival, delivery attempt, POD, completion
Arriving at the door is not delivering. Proof of delivery is reviewed and accepted before the delivery counts as complete.
Evidence complete, billing ready
Complete evidence is assessed against sixteen billing checks before work is billing ready and handed to finance.
Product tour: frequently asked questions
Is the tour built from the real product?
Yes. Every screenshot on this page was captured from the running Kargentra application, and every animated composition is rebuilt from the product source with the same screen labels, columns and states. The data is synthetic demonstration data, and every customer, carrier and site name is fictional. Nothing on this page is a concept design.
How long does the tour take?
About ten minutes if you read every chapter, or a couple of minutes if you press Play and let the chapters advance. Each chapter stands on its own, so you can jump straight to dispatch or invoicing from the chapter bar and share a link to that chapter with a colleague.
Can I book a live demo after the tour?
Yes. A working session is a live walk-through of Kargentra on your own scenario: a lane, a site, a difficult exception or a disputed invoice. Use Book a working session at the end of any chapter, or go to the contact page. You do not have to fill in a form before you can see the product.
Do I need every module to run this flow?
No. Transportation management and warehouse management each run on their own, order management can run beside an existing ERP, and all three can run together as one connected platform. The tenant’s process route decides which stages are native to Kargentra and which are owned by an external system, and the same record shows both.
Does Ask Kargentra take actions on its own?
No. Ask Kargentra reads the records you are allowed to see, explains what is happening, cites its sources and proposes a next step. A person with the right permission approves the proposal, the change runs through the governed action, and the audit trail records who approved it. AI is switched on per tenant and per use case.
Which integrations appear in the tour?
Order intake shows orders arriving through the customer portal, a REST API, ERP connectors and EDI X12 204 load tenders. Exchanges run through the Connector Hub with signed webhooks, retries and duplicate-safe replay, and tracking accepts positions from driver devices, vehicle telematics and ELD connectors. The integrations page lists every standard and mechanism.
Walk your own order through Kargentra
Bring a real lane, a real exception and a real invoice. We will run them through Kargentra with you, order to invoice, on one record.